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HomeMy WebLinkAbout2023-05-18 ad Hoc - Library Landscape Committee Minutes� Orq� , `�1 Board - Committee Date: 2023-05-18 Town of Reading Meeting Minutes Commission - Council: Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: gS-C'E1V E D TOWN CLERK 2E23 JUN -8 PM 2 52 Library Landscape Committee Time: 7:00 PM Location: Conference Room Session: Open Session Version: Final Genady Pilyaysky, Chair; Cherrie Dubois, Vice -Chair; Jake Soucy, Secretary; Elaine Stone; Walter Talbot; Andrea Hogan; Members - Not Present: Desiree Zicko Others Present: Amy Lannon, Director; Minutes Respectfully Submitted By: Jake Soucy, Secretary Topics of Discussion: I. Call to Order 7:08 p.m. II. Public Comment None III. Approval of Minutes from April 20, 2023 Motion: To approve the minutes of the April 20, 2023, Ad Hoc Library Landscape Committee Meeting. (Dubois/Pilyaysky) Vote: Approved 6-0 IV. Review Basic Municipal Procurement Information and Design/Bid Process Ms. Lannon presented the basic project and procurement process referring to the recent Birch Meadow project. She noted that she had consulted with the Town's Procurement officer. She outlined three distinct phases: • Feasibility and Conceptual Design: Birch Meadow study was $25,000 and performed by a consultant, Activilas. • Formal Design: Birch Meadow Working Group allocated 10% of the estimated cost of the project for formal design plans. • Construction — Project implementation: Where procurement laws are very specific depending on the size of the project. The Committee asked Ms. Lannon to email them a copy of the Birch Meadow Report. Mr. Talbot suggested approaching some designers ahead of moving into the feasibility stage to get an idea of what to expect. Ms. Lannon said she will also follow up with Gage I 1 Jenna Fiorente from the Town Community Services Division to get further background information on Activitas and the Birch Meadow Project. She will also reach out to Town Manager Fidel Mallez, DPW, and Facilities to we if they are familiar with any consultants who do this kind of work. Ms. Lannon noted the importance of being specific when seeking out consultants. Examples include requiring municipal experience, references, and other experience with wish list items such as "sustainability." Ms. Lannon noted that the Acitivas consultant conducted a community survey and led focus groups to get input from as many different groups and individuals as possible. The Committee proceeded to discuss how they (The Committee) will define "community" within the scope of this project. Mr. Talbot discussed the importance of connecting with Library users. Other potential stakeholders are neighbors. Ms. Stone asked if people who are not heavy library users might find value in having an outside space to gather. She mentioned the pocket park on Haven Street as a valuable addition to the community and that this might be an opportunity for some people to discover the Library. Ms. Dubois pointed out that the space is an opportunity to expand programs and have community and library events or programs. Ms. Stone agreed that the space should align with the Library's mission and that the Committee could create a unifying document that ties the scope of the project to the mission of the Library. Mr. Pilyaysky asked about ways to contact existing Library users. Ms. Lannon recommended using the library's email newsletter. He also noted the importance of making sure the Committee reaches a variety of community members. Mr. Talbot mentioned the Ad Hoc Library Landscape Committee doesn't seem to be listed on the Town website. Ms. Lannon will speak with the Town Clerk to resolve this issue. Mr. Pilyaysky said he would look into the architect SWEC (Symonds Way Exploratory Committee) used. Ms. Lannon will speak to the Town Manager about how other projects find funding or grants for this type of project. The discussion moved on to funding sources and the Committee agreed this is all through donations or grants, affirming the cost will be outside the municipal tax levy. The Committee will discuss funding with the Board of Library Trustees, and approach both the Friends of the Reading Public Library and the Reading Public Library Foundation. The Committee discussed attending the June Board of Library Trustees meeting. They could present a brief 5-10 bullet point update, request guidance, and solicit input. Ms. Dubois agreed the Committee could report they hope to do a feasibility study. Mr. Pilyaysky will put together a short slide presentation. Ms. Lannon reminded the Committee there is one vacancy for a second Library Trustee who may be able to help the group move forward. Mr. Talbot expressed concern about the need for more information. Mr. Soucy felt meeting with the Trustees was important to funding discussions. Ms. Stone mentioned she had looked at how other public libraries use their outside spaces. Mr. Talbot agreed Page 12 the Committee should present a primary list of agreed-upon "wants" discussed at previous meetings. Mr. Pilyaysky noted that the Trustees should understand what the Committee plans to do over the next few months, the need for funds for something like a feasibility study, and that this is a Trustee matter. Ms. Lannon noted that the Committee has the full support of the Board of Library Trustees and that the Trustees are available to answer questions and give guidance. Mr. Soucy noted the Committee has had some great ideas. Ms. Stone mentioned different ways this project might support or partner with the Community Garden project at Matters Cabin. Ms. Hogan mentioned the ongoing pollinator garden on the Deering Street side of the building. Ms. Dubois emphasized the importance of having library staff involved with the process. Mr. Pilyaysky asked if there were any objections to moving forward with attending a Board of Library Trustees meeting to discuss general concepts around developing the landscape and exterior of the building. Motion to meet on June 1 to review a slide deck to present to the Board of Library Trustees (June 12). (Pilyaysky/Dubois) Vote: 6-0 The Committee will meet on June 1, 2023, to prepare for the Trustee meeting on June 12, 2023. The Committee may not meet again in June. V. Round Table Discussion, Updates, and Last Month's Action Items Review TABLED VI. Review Schedule, Discuss Next Steps and Assign Action Items TABLED VII. Other Business Mr. Pilyaysky asked that Committee members submit agenda items to him and that he appreciates any input. Adjournment 8:18 p.m. Motion: To Adjourn (Pdyaysky/Stone) Vote: Approved 5-1 with Talbot opposed Respectfully Submitted, ke Soucy, Secreta Page 1 3 PROCUREMENT BASICS Presented by Amy Lannon, Library Director (May 18, 2023) GENERAL PROCESS I. Feasibility and Conceptual Design: Birch Meadow study was $25,000 and performed by a consultant, Activitas. During that conceptual design phase, there was a Birch Meadow Working Group and Activitas led several focus groups, a community forum, and a survey to engage the town. 11. Formal Design: Birch Meadow was a large project. They outlined "Phases" and attached rough costs to each phase (checking on whether the consultant gave them $$ estimates). The Working Group allocated 10% of the estimated cost for formal design plans. III. Construction — Project implementation: This is where bids come in. See OIG Chart for Ch. 149. Different rules apply to different size project: • <$10,000 • $10,000450,000 • $50,000-$150,000 • Over $150,000 (less than $10M) MGL CH 3oB: UNIFORM PROCURMENT ACT Chapter 30B is the law that governs the procurement of supplies, services and real property by cities, towns and other local jurisdictions in Massachusetts. It contains procedures to ensure open and fair competition for contracts paid for with public money. EXEMPTIONS M.G.L. c. 306, § 1(b)(32A): contracts with architects, engineers and related professionals. 'Related professionals' are professionals engaged in providing services that may include land surveying, landscape architecture, environmental science, planning and licensed site professionals. In order for a contract to be exempt the related professional must be licensed, registered or certified to perform or approve services that are associated with research, planning, development, design, investigations, inspections, surveying and mapping, tests, evaluations, consultations, comprehensive planning, program management, value engineering, construction, or alteration or repair of real property. M.G.L. c. 30B, § 1(b)(20) a contract which is funded by proceeds derived from a gift to a governmental body or a trust established for the benefit of a governmental body. SUMMARY This Committee can budget for and seek out one or more consultants for both Feasibility/Conceptual Design and Formal Design without procurement limitations. The Committee can generate a bid -type document (a "wish list") of what they are looking for with a .not to exceed" amount and distribute to hand-picked consultants (landscape designers) or publish/advertise. You will get to choose who you want (not lowest bid). MGL CH 149: CONSTRUCTION CONTRACTS Once the Committee has Formal Design, procurement for construction, regardless of the source of funding (Gifts or Municipal funding) generally falls under another law (ch 149). Requirements are based on the size of the project and range from "sound business practices" (evidence of shopping around) to Invitation to Bid (IFB), and Request for Proposals (RFP). Any project over $10,000 will likely require going with the lowest bidder provided they meet the requirements and scope of the project detailed in the IFB or RFP (etc). Common Question: Could the Committee contract for separate parts of the project to avoid the bid process ? Example: Contract #1 Hardscape $9999, Contract #2 Irrigation $9999, Contract #3 Planting $9999. Probably if it were three separate vendors/companies. It would be unethical if the Committee hired the same vendor/company for all three contracts that totaled $ 29,997. EXEMP77ONS The only exemption that might apply is if the construction contract bid said the Library would pay for all supplies using Gift funds (links back to Ch 30B). Example: The vendor builds the wall for $9999 (labor, insurance, tools) and the Library pays $3000 for the bricks and mortar from Home Depot. SUMMARY With a solid, agreed upon Formal Design, the Committee could create a construction plan within ethical procurement laws that results in a reasonably cost, good quality project. While navigating construction is more complex, it is further down the road and there are experts (both Town employees and perhaps residents) who will be able to assist the Committee when the time comes.